System Administration

SYSTEM ADMINISTRATION

VARIAN Physics Instructor True Beam 2.0

ONCOLOGY
SYSTEMS
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System Administration

• Provides access to machine configuration and machine administration

settings.
• If the site has multiple machines each has its own separate System
Administration.
• The screens may contain editable as well as read-only information
depending on the user rights.
• Some configuration elements are controlled by Varian and can only be
changed by Varian personnel.
• The System Administration access is controlled by the user rights

Caution: If a user does not have any of the rights listed next slide, they still have
( mostly read-only ) access to System Administration. Controls on CBCT
Reconstructor tab of System Administration are available and allow CBCT
Reconstructor management.

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User rights for System Administration

OSP right Description
Access Treatment Allows to modify user settings in the following tabs:
Admin Treatment, DICOM Stream Service, PVA
Edit External Beam Allows modifying user settings in Configuration → Installation tab with
Configuration exception of Default dose rate. Allows changing machine Scale. Allows
changing couch operating limits in Configuration → General.
Edit External Beam Allows changing Machine ID and Linac Operation Status. Allows
General Preferences modifying user settings in Configuration → General (except couch limits)
and Synchronization. Allows to change Default dose rate in Configuration
→ Installation

Edit External Beam Allows changing the Custom User Settings in Service Preferences tab
Service Preferences

Changes made in System Administration must be saved (or

discarded) as you move from tab to tab. Short explanation of
the changes needs to be provided when saving the changes.
This information is saved on the OSP and can be reviewed
using Platform Portal → Security Viewer

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 System Administration

Machine and user information

Sub-tabs Tabs

Configuration area

Taskbar

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MLC ID is an alphanumeric that matches the MLC ID in

the RadOnc Management system

Default dose rate – dose rate for MV imaging in Treatment

mode and MV Test Images in PVA Calibration

select the device you want to appear as default when opening

a plan. The operator, opening the plan, can change the device

Caution: Enabling or Disabling hardware devices (such as Varian Respiratory Gating, Laser Guard II,
etc. ), or otherwise changing machine configuration, requires further actions in Service mode (and
System Administration - 3rd party ADI devices), see Figure 6.

Changing device configuration in System Administration modifies the copy of configuration file of
the control system node that controls the device, which resides on the workstation. Configuration
file residing on the affected control system node has to be updated in SMC, Network -> Conn Status
tab and further actions may be necessary (node reboot, initialization, etc.).

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Identifies the pitch and roll stage (PRS) configuration

If disabled, no roll and pitch are applicable on the system

Permission Description
level
The operator does not have to use hand pendant, side panels or control
Instant
console.
Most permissive level – Axes can be moved from control console or treatment
Remote
room ( automatic or manual motions )
Axes can be moved inside the treatment room only – automatically using Auto
InRoom Motion buttons on hand pendants and /or side panels or manually using
thumbwheels
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Least permissive level – moving axes requires using thumbwheels on the hand
None
pendants
 System Administration

Configuration/General (cont.)

• Auto Goto – Treatment application includes GoTo button, which can be used
to move the machine to a specific position other than defined in plan; when
pressed, the operator can define machine positions using edit boxes enabled
in Treatment application
Note: Setting Auto Goto to None allows the operator to use hand pendant and the thumbwheels only,
to move the machine. if this option is used, the edit box for the axis set to None will not be displayed
in Treatment application after pressing GoTo button

• Auto Setup – when a plan is opened in Treatment application, the target

positions for all machine axes are read from the plan and can be forwarded to
devices, such as control console, hand pendants and couch side panels,
which can be used to move the machine to plan target values. This setting
determines what devices can be used to move the machine axes to plan
target values

Note: Auto Setup for couch linear axes is set to InRoom and cannot be changed. The ability to apply
couch shifts remotely after image guided setup verification process can be configured in Treatment tab
of System Administration and is also affected by tolerance table setup levels

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Configuration/General (cont.)

Important Note: the system also looks at the field tolerance table to decide where
the machine axis can be moved to. The most restrictive option from Tolerance
table and System Administration Auto Setup is then used for each axis= None

is.

= InRoom

= None

= Remote

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Configuration/Accessories

This tab displays information about Slots

and jaw settings for available Electron
application and SRS cones, Wedges and
other accessories. Information on these tabs
in not user-configurable

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 System Administration

Configuration/Energy Configuration

• Energy configuration controls and settings are for use

only by Varian service personnel

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Configuration/ Synchronization
(same features as Tools/Utilities @ Home screen)

Backup – can be used to back up selected machine configuration and calibration

data. Select the information to back up, define the backup path and click Backup
button. Selected data can be saved as a single zip file or as many files of different
format. Export progress is displayed in the status window
Export – can be used to export selected information in form of an xml file. Select
the information to export, define the export path and click Export button
Tip: ARIA RadOnc 11.0 checkbox can be used to export machine definition xml file for Eclipse / ARIA. The file
can be imported in ARIA RT Administration workspace to create an abstract machine for ARIA / Eclipse

Restore – can be used to restore selected machine configuration / calibrations

from the backup. Select the information to be restored, define the path to backup
file(s), select the backup format and click Restore button
Important Note: Restoring node configuration requires configuration file synchronization in
Service mode, and may require further actions.

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Service Preferences
Auto Start Time – can be used to specify the time and days for the TrueBeam system to
automatically cycle from StandBy to On

Tip: The system starts only if the treatment room door is closed. The operator can
override the automatic start by leaving the treatment room door open

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 System Administration

Tools
• Containts 6 sub-tabs primarily used by Varian service personnel

• Services – includes controls that allow starting, stopping and restarting

windows services such as Axeda Desktop Server and Varian Clinac Model
Service

• General/Reboot IRM now – reboots in-room monitor computer

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Treatment/
Clinical
A
B C

A
General Preference Description
Yes – allow field grouping for treatment automation. Operator also must have appropriate right to add
Allow Automation automation for a treatment session.
No – do not allow field grouping for treatment automation. Service mode still allows automation.
Yes – requires the therapist to sign off before closing a session, after a patient has been treated. Operator
Close Patient Signoff also must have appropriate right to be allowed to signoff a treatment session.
NO – does not require the therapist to sign off before closing a session, after a patient has been treated
Yes – indicates that Enhanced Dynamic Wedge (EDW) functionality has been commissioned and enables
EDW Commissioned EDW treatments.
No – disables EDW treatments in the TrueBeam System. Service mode still allows EDW fields.
Set tolerance for photon energy override ( 0 – 3 MV ); affects machine override capability when a plan is
transferred from one machine to another.
Photon Energy
Override Tolerance For example, if the plan has been written for 6X energy, and this machine offers 8X instead, setting this
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(MV) tolerance to 2 or more will allow the energy to be overridden at machine override if user also has
appropriate override user rights

General Preference Description

Set tolerance for electron energy override ( 0 – 3 MV ); affects machine override capability when a plan is
Electron Energy transferred from one machine to another.
Override Tolerance
For example, if the plan has been written for 6e energy, and this machine offers 9e instead, setting this
(MeV)
tolerance to 3 will allow the energy to be overridden at machine override if user also has appropriate
override user rights
Yes – requires operator sign-off to deactivate a treatment field. Operator also must have appropriate right
Field Deactivation
to be allowed to sign off the field deactivation.
Signoff
No – operator sign-off is not required to deactivate the field.
Yes – allows the operator to create an ad hoc treatment plan in treatment application, for a patient opened
Allow Unplanned
from Queue. Operator also must have appropriate right to be allowed to perform an unplanned treatment.
Treatment
No – Unplanned treatment is disabled
Yes – plan integrity will be checked against plan signature in the plan, when a plan is being opened. If the
Second Channel Plan plan does not have plan signature, loading the plan has to be signed-off by operator. For more information,
Integrity Check refer to Treatment Plan Data Integrity Check white paper available on my.varian.com
No – plan integrity is not checked
Yes - allows the operator to load an unapproved plan from file mode. Operator also must have right
Allow Unapproved allowing use of the file mode.
Plan No – does not allow loading an unapproved plan from file mode.
Allow manual Yes – allows the operators to with appropriate user rights to manually verify a custom coded accessory,
verification of custom overriding the accessory interlock. Applies to electron insert frames, block trays and compensator trays
accessory No – does not allow operators to override accessory interlock
Alert MU level in case Set the alert MU level for an open field. For treatment field that does not have accessories or an MLC, a
Tx filed has no “High Dose Warning” is displayed, after preparing the beam (Prepare button), if the field has more MU that
accessories (MU) the Alert MU level. The message needs to be signed off if the field is to be delivered.
Yes – instructs the system to validate the MLC plan when plan is loaded. Prevents invalid plans from being
loaded, based on the machine limits that may not have been respected in the plan. The validation does not
Perform dynamic MLC restrict limitations that the Supervisor can control, such as max leaf speed. For example a plan which calls
shape validation for faster-than-possible MLC movement can be treated because the Supervisor can modulate the gantry
movement and/or dose rate during treatment.
No – the above MLC validation is not performed
Enforce15 electronic Yes – enables the Integrated Conical Collimator Verification and Interlock system (ICVI). If a site is using
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verification of conical Barcode Conical Collimator Verification (BCCV) system, this setting has no effect.
collimator No – disables ICVI A
 System Administration

General Preference Description

Verify Manufacturer Yes – checks if the DICOM tag “Manufacturer Name” for the plan field machine contains ‘Varian’. If not, the
Name to allow field is marked as invalid with error message “Manufacturer Name does not match” and is not treatable.
treatment No – the system allows treating a field planned for a non-Varian machine.
Yes – allows non-safety faults to be automatically acknowledged after a few second display.
Auto-Acknowledge
No – does not allows non-safety faults to be automatically acknowledged, all faults must be acknowledged
faults
by qualified user.
Auto Acknowledge Number of seconds to display a non-safety fault before it is automatically acknowledged by the system.
Interval (sec)
Yes – next field is automatically selected in QA mode after the current beam is completely treated. This
Auto Field Sequencing setting can be temporarily overridden in QA mode.
in QA Mode No – next field has to be selected manually in QA mode, when the current field is completely treated.

For future use.

Allow OOFD check

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Couch Correction – Remote Motion Thresholds

B

• Allow Remote Motion – setting determines if couch shifts calculated as a result of image-
guided patient setup verification can be applied remotely from control console, if within
defined limits and allowed by Auto Setup Level for couch parameter(s) of field tolerance
table

• Limits – allows setting limits for remote motions if those are allowed. Shifts larger than
limits can only be applied to couch inside in the treatment room
Important Note: If calculated shifts are smaller than Limits it may be necessary to sign them off. The
sign-off behavior for couch shifts has changed in TrueBeam 2.0 compared to earlier versions. It is
required to sign-off the couch shifts, if they are larger than plan tolerance = tightest of plan fields
tolerance tables. ( tolerance values are compared to difference between acquisition couch position and
target couch position, not, as previously, the difference between plan couch values and target couch
values). ‘Override Setup Correction Threshold’ right is needed for sign-off

• Film Imaging Preferences – allows setting preferences for port films, such as energy, MU
and dose rate

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Setup Notes
C

• enables the administrators to create setup notes templates. These templates

then appear on a list available to an operator when adding a setup note to a
field in a patient plan
• Setup Note Size – can be used to control number of characters for setup notes

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 System Administration

Treatment/Advanced

Clear Recovery Session – if treatment is unexpectedly interrupted and treatment application

was closed abnormally (power outage, for example), the recovery data is automatically loaded
when treatment application is re-started and allows to continue with the treatment. If it is
desired not to continue with the interrupted treatment but start new treatment, recovery data
can be deleted with this button
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Treatment/MU limits

Treatment technique: Static Photon MU limit needs to be within 1 and 600

• To be able to treat plan with these limits the operating limits set in Eclipse TPS RT
Administration, Radiation and Imaging Devices workspace and Technique tab for the
TrueBeam machine should be the same

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CBCT Reconstructor

Raw scan data (projections)

• Reconstructor Workstation – Restart and ShutDown controls can be used to restart or

shut down the CBCT Reconstructor workstation if needed (for example when
Reconstructor Workstation Status light is not green )
• Configuration and Calibration – controls in this section can be used to Backup or
Restore CBCT Reconstructor configuration and calibration data

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 System Administration

DICOM Stream Service

Start / Stop buttons can be used to restart the service

Run Test button can be used to test connection to Image Daemon

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PVA/Acquisition

• Settings on the PVA tab allow you to configure imaging function of the
TrueBeam system. The Acquisition sub-tab provides settings to control
imaging devices and to configure other acquisition parameters

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• Automatic Workflow Management – this section can be used to activate

imaging/matching workspace or next field/image after an image has been acquired
• For example:Paired Acquisition – after an image has been acquired, automatically
select next image of the pair to be acquired
• Use Object Related Settings – selecting this option instructs the system to store
acquisition settings as persistent parameters. Storing settings can streamline
subsequent treatment sessions

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 System Administration

• IPS – if enabled saves acquired raw images (no pts. Info) to specified IP address, supports
features like Auto Beam Hold, multi-scan, etc.
• Intrafraction Motion Management – this section contains options for Intrafraction Motion
Review (IMR) and Auto Beam Hold (ABH) imaging features
• RPM Import – this option identifies the location for importing RPM data for respiratory gating
plans
• Patient Breathing Pattern – the system automatically re-learns the breathing trace, when
couch motion is detected
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Use 6DoF for Matching – if enabled, the matching workspace displays 6 DoF . Affects 4DoF
couches only
Pitch / Roll Tolerance [deg] – sets the threshold for an alert at the treatment console.
Affects 4DoF couches only
Sign-off when Couch Corrections differ from Match – if match requires shift more than
set limit, operator with sign-off is capable to proceed with the max limited value of shift (like 3
degree for Pitch)
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This sub-tab allows selecting the oncology information system (OIS) connected to
TrueBeam system and can allow selecting supported features for the selected OIS

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 System Administration

• This tab provides debugging and troubleshooting tools for Varian service and
product support specialists. Information saved in the debug files is typically of
no interest to clinical users

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Disclaimer
Notice
• This information is an educational aid only and is intended solely as a
supplemental document. This provides information concerning the use of the
TrueBeam. For complete information concerning components, safety
instructions, installation, maintenance, troubleshooting, etc., refer to the
applicable Varian product documentation. This information does not replace the
Varian product documentation.
• Carefully read all instructions prior to use. Observe all contraindications,
warnings and precautions noted in these instructions. Failure to do so may result
in patient and/or user complications.
• This information is subject to change without notice and does not represent a
commitment on the part of Varian. Varian is not liable for errors contained in this
information or for incidental or consequential damages in connection with
furnishing or use of this material. This contains proprietary information protected
by copyright. No part of this may be reproduced, translated, or transmitted
without the express written permission of Varian Medical Systems, Inc.

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